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Vendor Specialist
1 month ago
Primary Purpose:
Work under close supervision and follow established purchasing procedures to facilitate and manage the efficient on-boarding of all new vendor requests for the district.
Qualifications:
Education/Certification:
High school diploma or GED
Experience with electronic bidding systems preferred
TASBO certification preferred
Special Knowledge/Skills:
- Knowledge of State of Texas governmental purchasing laws and procurement practices
- Knowledge of procedures for purchasing and invoicing supplies and equipment
- Exceptional customer service skills
- Ability to work with numbers in an accurate and rapid manner
- Proficient in keyboarding and file maintenance
- Ability to deal effectively with school district personnel and vendor representatives
- Effective organizational, communication, and interpersonal skills
- Experience with financial ERP systems
- Ability to use personal computer and software to create spreadsheets, databases, and word processing
- Ability to browse and use web-based internet applications (electronic banking software, online travel systems, file reports, etc.)
- Ability to effectively interact with vendor representatives
Experience:
Three years of clerical experience
School District or public sector purchasing experience preferred
Major Responsibilities and Duties:
Purchasing
1. Receive all new vendor requests during initial new vendor on-boarding process.
2. Process all new vendor requests (including working cooperatively with district personnel and vendor representatives).
3. Research for cooperative contracts in order to ensure compliance with Texas Public Purchasing laws.
4. Enter/Manage vendor profiles in Skyward ERP system (including contract information and/or commodity codes).
5. Assist end-users in the search for vendors.
6. Work cooperatively with District consultant on collection and maintenance of all District certificates of insurance.
7. Manage/Report rebate information to appropriate Purchasing Cooperatives.
8. Manage all District vendor memberships (i.e. "big box" store cards).
9. Prepare and maintain approved vendor lists.
10. Prepare, advertise, release, and evaluate District catalog bids.
11. Prepare Board documents for catalog bid awards.
12. Monitor Purchasing email by answering or delegating to appropriate party.
13. Compile, maintain, and file all reports, records, and other documents as required.
14. Provide general support to Purchasing staff.
Other
15. Demonstrate customer care principles while engaging with all levels of internal and external stakeholders, including colleagues, customers, clients, vendors, and partners.
16. Ensure positive, professional, and effective communication with all individuals and groups, fostering an environment of respect, understanding, and collaboration.
17. Perform other duties as assigned.
18. Follow district safety protocols and emergency procedures.
Supervisory Responsibilities:
None.
Mental Demands/Physical Demands/Environmental Factors:
Tools/Equipment Used: Standard office equipment including personal computer and peripherals.
Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
Motion: Repetitive hand motions, frequent keyboarding and use of mouse; occasional reaching
Lifting: Occasional light to moderate lifting and carrying.
Environment: May work prolonged or irregular hours; occasional districtwide travel
Mental Demands: Work with frequent interruptions; maintain emotional control under stress
